For your convenience, we have provided you with our Metadata Generator, which utilizes
a fill-in-the-blank format to convert your information into metadata. The following chart
describes the content of each element and gives examples of what it will look like after
the metadata has been formatted.
| A. Publication title |
REQUIRED. This
is the officially assigned title of your publication or the name by which the resource is
formally known. Each document title should be
consistent, whether it appears in the original coding of a Web page, in the
metadata, or across the top of the first page. Consistency facilitates
retrieval of your document. Use the same title at the top of your document
and in the <head> portion of a markup language document.
If a title includes a year, like an annual report, leave it out of the title
and enter it in Section 1. L below. Dates and successive numbering should
not be entered as part of the title. Enter titles as they appear on the
documents.
Examples:
<meta name="siteTitle" content="Illinois Libraries">
<meta name=”siteTitle” content=”DUI Fact Book”>
<meta name=”siteTitle” content=”Blue Book of the State of Illinois ”> |
| B. Keywords |
This section includes any terms, acronyms, synonyms, and/or phrases that
searchers may use to find your information; even common incorrect terms and misspellings.
The first 1500 characters of a publication are automatically keyword indexed as are the
title field above and the description field below. Enter additional terms or phrases which
a searcher may use to find your publication; include subject phrases, authors, and
agencies. Examples:
Vehicle Services is a correct phrase; however, people also refer to
it as the DMV or Motor Vehicle Department.
<meta name="keywords" content="Vehicle
Services">
<meta name="keywords" content="DMV">
<meta name="keywords" content="Motor Vehicle Department">
If you are describing a publication about corn diseases, you should
also include synonyms or variations of the terms used in the publication.
<meta name="keywords" content="Helminthosporium
leaf blight">
<meta name="keywords" content="Root Rot">
<meta name="keywords" content="Spiral Nematode">
<meta name="keywords" content="Corn Diseases"> |
| C. Description |
REQUIRED. This narrative summarizes the content and purpose of your publication. The
length should be less than 500 words and can be copied and pasted from any existing
source.
Example:
<meta name="description" content="The Illinois
Department of Agriculture runs many inspection programs. This site describes each program:
Agricultural Products Inspection, Food Inspection, Meat and Poultry Inspection, Animal
Health Regulation, Pesticide Use, Weights and Measurements Certification, and Grain Dealer
and Warehouse Inspection and Licensure. It also gives contact information for the
Department."> |
| D. Date created |
REQUIRED. The date that your publication was officially released.
Example:
<meta name="createDate"
content="07181996"> |
| E. Date last modified |
REQUIRED. Each
time you change any content of the publication enter the revised date here. If the
publication has not been changed since it was released, enter the release date. This is
especially important for archival purposes.
Example:
<meta name="dateofLastModification"
content="03011998"> |
| F. Time period |
The timeframe covered by the content of your publication. Examples:
<meta name="timePeriodTextual" content="Statistics
collected for FY 1993-1995">
<meta name="timePeriodTextual" content="Covers period of
1922-1945">
<meta name="timePeriodTextual" content="historical records from
1889-1939"> |
| G.
Method of Submission |
REQUIRED. Choose
from the following options:
A URL that points to a single online file
or
I will upload file(s) that comprise a single document.
You must choose to upload if you document is composed
of multiple files or will be posted on the web less than two months.
A mark-up language file (html, xml) is usually composed of multiple files.
If you choose to upload all of the files composing a web site, you must not
only make sure to include all files such as images and style sheets, but you
must make sure that the locator on each file matches the locator encoded in
the body of the page. Otherwise the page(s) will not reconstruct when the
files are retrieved from the depository. An alternative is to create a pdf
of each web page and deposit it to represent the content of the site.
Note! If you are UPLOADING file(s), skip the
next three questions and go to question H.
If you are providing a URL for this publication, the URL is given in the
next line:
If this is reachable via the WWW, please provide the URL that points to
the single file.
ISL spiders then harvest the single file comprising the publication.
What software application was used to create
your file?
In order to support long-term accessibility to your publication, the
ISL must know the software program used to create the file you are submitting.
Example:
<meta name="creationSoftwareApplication"
content="IBM WebSphere Studio">
<meta name="creationSoftwareApplication" content="Microsoft Word
2000">
What version of the software application was used to create
your file?
In order to ensure long-term accessibility to your publication, ISL
must also know which version of the software was used to create your publication.
Examples:
<meta name="creationSoftwareVersion" content="3.5
Advanced Edition">
<meta name="creationSoftwareVersion" content="9.0.6926 SP-3"> |
|
H. May this be publicly
distributed for free, always and forever? |
"Yes" is the automatic default because most government publications
are public documents. You should click "No" if the publication is under
copyright restriction, including art or photographs that were used with permission that
limits their use in some way. You may also click "No" if your agency is selling
the publication and has a policy against free distribution on the Internet. Example:
<meta name="copyrightRestricted"
content="Yes"> |
| I. Is there a date
after which this material may be distributed for free? |
Enter a date if the copyright restrictions will expire on a known date. Example:
<meta name="dateUnrestricted"
content="080120073"> |
| J. If not, please
explain the restrictions: |
If there are copyright or use restrictions, please explain. Examples:
<meta name="restrictionExplanation" content="The
picture on page 3 will not be in the public domain until 30 years after the
photographer’s death.">
<meta name="restrictionExplanation" content="Copies must be purchased
from the Survey."> |
|
K. Does this publication
have a control number or an ID number? |
If your organization has an official control ID or number assigned to your
electronic publication, complete this section. This is also where you would input a
standardized control number such as an ISBN or ISSN. Examples:
<meta name="originalControlIdentifier"
content="IL-1040">
<meta name="originalControlIdentifier" content="Executive Order
97-02">
<meta name="originalControlIdentifier" content="0019-2104" |
|
L. Does this publication
have a volume or year? |
If your publication has a volume or year assigned to it, complete this
section. Computers sort numbers by character strings and
prefixes like vol. or v can throw off sorting of the numbers. Enter only the number. Leave
off all prefixes.
If your publication has both a volume and a year, enter the volume
because date information will be available in other fields.
Examples:
<meta name="volumeOrYear" content="2003">
<meta name="volumeOrYear" content="85"> |
|
M. Does this publication have a
number or other identifying issue number? |
If your publication has a number or issue identifier assigned to it, complete
this section. In most cases this numbering subdivides the volume or year number entered in
Section 1. L above. Computers sort numbers by character
strings and prefixes like vol. or v can throw off sorting of the numbers. Enter only the
number. Leave off all prefixes.
Examples:
<meta name="numberOrIssue" content=" 208">
<meta name="numberOrIssue" content=" Spring"> |
| N. Official name of the
agency program |
If your publication is issued in conjunction with a program sponsored by your
agency, enter the official name of the program here. Examples:
<meta name="agencyProgram" content="Crime Victims
Compensation">
<meta name="agencyProgram" content="Keep Warm Illinois"> |
| O. Another source |
This allows a direct link to other information on the Web that could be
helpful to your audience. Example:
If someone were looking for information on roads, the Department of
Transportation may want to reference a link to the specific Illinois Department of Revenue
Web page that concerns the motor fuel tax.
<meta name="linkage"
content="http://www.revenue.state.il.us/MotorFuel/"> |
| P. Language |
English is the default, but there is a dropdown menu of other language
choices. Select the code for the language of your publication. Examples:
<meta name="language" content="EN">
<meta name="language" content="ES"> |
| Q. Government type |
The default is for a state publication, but you may select local, if
applicable. Universities are considered state. Example:
<meta name="govType" content="State"> |
| A. Contact name |
List a person who can address questions or direct someone to the right
person. Example:
<meta name="contactName" content=" Connie
Frankenfeld"> |
| B. Organization |
REQUIRED. List the agency issuing the publication. Be as specific as possible and
include department, division, and/or section information as appropriate.
Example:
<meta name="contactOrganization" content="Illinois
State Library"> |
| C. Contact address |
Give the mailing address of the unit described in Section 2. B above. Use
both address lines if needed. Examples:
<meta name="contactStreetAddress1" content="300
South Second Street">
<meta name="contactStreetAddress2" content="Third Floor LAT"> |
| D. Contact city |
List the city in which the unit described in Section 3. B above is located. Example:
<meta name="contactCity"
content="Springfield"> |
| E. Contact ZIP code |
Give the zip code for the address in Section 2. C and D above. Example:
<meta name="contactZipcode"
content="62701-1796"> |
| F. E-Mail address |
Give the e-mail address of the person listed in Section 2. A above. Example:
<meta name="contactNetworkAddress"
content="cfrankenfeld@ilsos.net"> |
| G. Phone number, beginning with area code |
REQUIRED. Give the phone number of the person listed in Section 2. A above. If no
person is listed, enter a phone number for the unit given in Section 2. B. Be sure the
number is one that will be answered by a person who can answer questions about the
publication or direct the caller to someone who can.
Example:
<meta name="contactPhoneNumber" content="(217)
782-5432"> |
| H. FAX number, beginning with area code |
Give the fax number of the person listed in Section 2.A above or the unit in
Section 2. B above.
Example:<meta
name="contactFaxNumber" content="(217) 557-6737"> |
At the bottom of the Metadata
Generator data input page is a clickable button labeled "Create A New Record."
Click on this button when you are ready to create a record for a document. If you need to upload a
file, a link is provided in the header on the following page that will allow you to use an
upload utility. Until you upload the file, your deposit is not complete.
When you click on "Create A New Record," your metadata
will appear on the screen. If your publication is a Web page in HTML, follow the
instructions on Adding Metadata to Your
Web Page. This will improve access to your
document for all search engines.
Another option at the bottom of the data input page is a clickable
button labeled "Create a New Template." Templates are time-savers if several
publications need much of the same information in their metadata. If you have begun to
complete the Create Record form and realize you want to save the information as a
template, you may do so by clicking on the "Create a New Template" button.
If you decide not to create a record, for whatever reason, you can
click "Return to Menu Without Saving." This will stop the creation of a record
and discard all the data you entered.
